230-01
AGENDA BILL PROCESS

Department: CITY CLERK

Effective Date:    2/9/94

Supersedes:    8/19/91

Staff Contact:    J. Covington

Approved by:    Earl Clymer

1.0 PURPOSE:

To establish policy and procedure for the development, coordination and issuance of the City of Renton Council Agenda Bills.

2.0 ORGANIZATIONS AFFECTED:

All departments/divisions.

3.0 REFERENCES:

None.

4.0 POLICY:

4.1    All matters proposed by City administrative personnel for City Council consideration at a regular Council meeting shall be submitted on an agenda bill form. Utilizing the agenda bill form will provide Council with a uniform, concise summary of matters requiring Council action. In addition, it will allow all administrative personnel to review and provide input related to the subject addressed on the agenda bill prior to Council review. Such prior review will ensure that information provided Council truly and accurately represents the perspective of the Administration.

5.0 DEFINITIONS:

5.1    Agenda Bill: Electronic disk supplied by the City Clerk's office which, when completed, contains information pertinent to the disposition of issues proposed for City Council review and action.

5.2    Referral: Official action by City Council to assign matters requiring legislative or administrative action to specific City Council Committees or administrative departments or boards for review and recommendation.

5.3    Exhibits: Support documents, reduced to 8 1/2" X 11" size, such as legal descriptions, maps, correspondence, prior legislation, ordinances or resolutions, which will aid the Council Committees, department or board in its review.

5.4    Council Agenda meeting: Weekly staff meeting attended by Mayor's executive assistant, city attorney, city clerk, finance director, and Council secretary for the purpose of meeting with staff to review materials to be submitted at Council meeting. The meeting is held at 9:30 a.m. on Tuesday prior to the Council meeting in the 6th floor conference room.

5.5    Department representative (DR): Staff representative responsible for preparation of agenda bill and all attachments, coordination of legislation, preparation of Council committee report, and attendance at Committee and Council meetings to review the agenda bill.

6.0 PROCEDURES:

6.1    An agenda bill shall be prepared by the department representative (DR) for all matters requiring Council approval and/or referral to Council committee for review and recommendation.

6.1.1    DR drafts agenda bill and assembles materials for agenda packet. If legislation is necessary, the city attorney's office is provided information by the DR to draft the appropriate ordinance or resolution. Copies of all related material shall be attached to agenda bill, including issue paper and ordinance/resolution (if required).

6.1.2    Original documents (contracts, deeds, easements, etc.) shall be retained by the DR until Council approval is granted.

6.1.3    Agenda bills shall be prepared to schedule special presentations and awards. Proclamations do not require an agenda bill, but should be scheduled at the agenda bill meeting.

6.1.4    Correspondence submitted by the public or presented by a Councilmember does not require an agenda bill since Council will determine the disposition and/or referral of the matter at a subsequent Council meeting.

6.2    Before submitting agenda bill for review, DR schedules agenda bill item on Council committee agenda by contacting Council secretary.

6.3    The original agenda bill shall be submitted to city clerk by the DR no later than 5:00 p.m. on Monday prior to the Tuesday morning Council agenda meeting. No other copies should be submitted.

6.4    DR attends Council agenda meeting on Tuesday morning prior to the Monday Council meeting. Agenda bill is reviewed and item is scheduled on Council committee schedule (if not scheduled ahead).

6.5    Council meeting agenda is prepared at noon on Thursday by city clerk's office. Copies are distributed to all departments and the public by 3:00 p.m.

6.5.1    Agenda bills submitted by DR after Tuesday's agenda meeting and prior to preparation of Council agenda must be approved by Mayor's executive assistant.

6.5.2    With approval of executive assistant, an agenda bill may be added after preparation of Council agenda if a delay would cause hardship, additional cost, or would adversely affect the department's work program.

6.5.3    Public hearing handouts must be submitted by DR to city clerk by Thursday noon prior to the Council meeting.

6.6    At the Council meeting on the following Monday night, all agenda bills listed on the consent agenda are either referred to Council committee or are approved by Council concurrence.

6.7    Following referral, DR attends scheduled Council committee meeting to review agenda bill. Whenever possible, DR should bring prepared committee report for Council committee signatures.

6.7.1    Following the Council committee meeting, DR prepares final committee report, incorporating committee revisions, if any, and coordinating revisions to ordinance or resolution, if any. Originals of all resolutions and ordinances are sent directly to the city clerk by the city attorney; copies are returned to staff. If the committee report recommends adoption of legislation, the DR should attach copy of the ordinance or resolution to the original committee report.

6.7.2    If item requires complex or significant changes, the Council committee will determine whether additional committee review is necessary after revision of the committee report. The revised report should be submitted to the Council secretary for inclusion in Council agenda packet for review over the weekend prior to the next regular Council meeting.

6.8    Approved committee reports and legislation are presented for full Council approval at the next Council meeting (if received no later than 12:00 noon on the date of the Council meeting). Original committee reports should be submitted to Council secretary for coordination of signatures, copying and distribution to Council members.

6.9    Prior to adoption, ordinances require two readings at two consecutive meetings. Ordinances may be advanced for both readings on the same date if a delay would cause hardship, additional cost, or would adversely affect a department's work program.